The Role
Coordinates HR and office operations, including business travel, employer branding, events, onboarding and offboarding, employee experience, office administration, reporting, and workplace Health & Safety activities. The role supports cross-functional collaboration, maintains compliance documentation, coordinates training and inspections, and contributes to process improvement and organizational effectiveness.
Summary Generated by Built In
The Office & HR Operations Coordinator supports the smooth day-to-day operations of the HR and Office functions by coordinating travel, employer branding, employee onboarding, office administration, Health & Safety, and employee experience initiatives. The role works closely with internal stakeholders to ensure efficient processes, a positive workplace environment, and high standards of operational excellence while contributing to continuous improvement and organisational effectiveness.
• Manage the end-to-end travel process, including bookings, visa applications, and alignment with the approved budget.
• Coordinate employer branding activities based on the strategy provided.
• Collaborate with the Marketing Department to execute employer branding initiatives.
• Monitor the Ultimate Group Careers social media channels in line with the agreed content plan in collaboration with the Marketing Team.
• Organize and coordinate HR and office events.
• Collaborate with the Office Manager to ensure the smooth day-to-day operation of the office.
• Engage with employees and gather feedback to support employee experience initiatives.
• Support office operations and administrative activities.
• Coordinate employee onboarding and offboarding processes in collaboration with the HR Team.
• Prepare reports and dashboards on travel, employer branding and office operations.
• Support the implementation and maintenance of the company's Health & Safety policies and procedures.
• Coordinate Health & Safety training, workplace inspections and awareness initiatives.
• Maintain Health & Safety documentation, including incident reports, risk assessments and compliance records.
Requirements
Qualifications & Experience
• Bachelor's degree in Business Administration, Operations Management, Project Management, or a related field.
• 2–4 years of experience in HR Operations, Office Administration, or a similar coordination role.
• Experience coordinating business travel, office administration, or employer branding activities is considered an advantage.
• Knowledge of Cyprus employment practices and Health & Safety regulations is considered an advantage.
Key Skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong coordination and project management skills.
• Ability to collaborate effectively with cross-functional teams.
• Good knowledge of Health & Safety principles and workplace practices.
• Excellent written and verbal communication in English (additional languages are an advantage).
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint) and HR systems (e.g., Zoho People or similar HRIS).
• Experience using social media platforms for employer branding is an advantage.
• Ability to prepare reports, dashboards and presentations.
Personal Attributes
• Excellent organizational and planning skills with strong attention to detail.
• High level of professionalism, discretion and confidentiality.
• Strong problem-solving and decision-making abilities.
• Team player with a collaborative working style.
• Proactive, solution-oriented and able to work independently.
• Strong communication and interpersonal skills.
• Strong sense of ownership and accountability.
• Professionalism, integrity and discretion when handling confidential information
• Positive attitude with a continuous improvement mindset.
Benefits
• Bonus Scheme
• Medical, Dental & Life Insurance
• 21 Days of Annual Leave
• 5 Paid Sick Leave Days
• Long Weekend Leave (Two Fridays per Year)
• Early Finish on Fridays
• Flexible Working Hours
• Hybrid Working Policy (3 Days in the Office / 2 Days Working from Home)
• Paternity Leave Top-Up Allowance
• Complimentary Lunch Provided at the Office
Skills Required
- Bachelor’s degree in Business Administration, Operations Management, Project Management, or a related field
- 2–4 years of experience in HR Operations, Office Administration, or a similar coordination role
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Strong coordination and project management skills
- Ability to collaborate effectively with cross-functional teams
- Knowledge of Health & Safety principles and workplace practices
- Excellent written and verbal communication in English
- Strong proficiency in Microsoft Office and HR systems
- Ability to prepare reports, dashboards, and presentations
- Excellent organizational and planning skills with strong attention to detail
- Professionalism, discretion, confidentiality, and integrity when handling confidential information
- Strong problem-solving, decision-making, communication, and interpersonal skills
- Proactive, solution-oriented, independent, collaborative, and accountable working style
- Experience coordinating business travel, office administration, or employer branding activities
- Knowledge of Cyprus employment practices and Health & Safety regulations
- Experience using social media platforms for employer branding
- Additional language skills
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The Company
What We Do
Ultimate Group is a growth ecosystem that unites media, events and marketing for complex industries, with a focus on fintech, trading, investing and real estate. As a house of brands (including iFX EXPO, Finance Magnates Summits, REALTYon and Finance Magnates), it connects industry participants through global expos, trusted content, and integrated marketing platforms to drive business growth and industry insight.
